Managing Personnel Records - International Records Management ...

MANAGING PERSONNEL RECORDS
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LESSON 4
MANAGING PERSONNEL RECORDS IN A
MANUAL FORM
Paper-based personnel records are one of the most significant and space-consuming
categories of records found in the public sector. Although computerised personnel
information systems are becoming increasingly common, there is an ongoing
requirement for records managers to understand how to manage paper systems,
particularly because a large proportion of personnel records will continue to be on
paper for the foreseeable future.
Moreover, automated personnel systems are unlikely to succeed unless they can build
upon an efficient manual system. In some cases, a manual system may be the most
efficient and practical option given the resources available. In either case, it is
important to manage paper-based personnel records systems effectively and
efficiency, for administrative purposes and to protect information about individuals.
This lesson examines the practical aspects of managing paper-based personnel records
systems, including
? typical problems with managing personnel records
? centralisation versus decentralisation
? open versus confidential files
? numbering personal files
? internal arrangement of the file
? designing the file cover
? closing files
? establishing retention periods
? selection of personal files for permanent preservation
? employee index and naming conventions
? repairing collapsed systems.
In order to help users of this module understand the concepts discussed in this lesson,
a number of activities are included that encourage comparison between the
recommendations offered here with the realities of personnel records care in the
organisation.